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Reporting to the General Manager (GM), the Assistant Facilities Manager (AFM) will support them in delivering exceptional facilities management services at 78 St James's Street, ensuring highest standards of building maintenance and occupier service. The AFM will coordinate marketing, communications, and events within the building while managing budgets and implementing technology solutions. This role focuses on creating premium experience for occupiers while maintaining operational excellence and supporting the building's community strategy initiatives.

Objective of Role

The AFM will assist the GM to deliver facilities management services to best practice standards defined by JLL Ltd. The AFM will ensure that the highest standards of management and maintenance of 78 St James’s Street and services to the occupiers are provided and will seek direction from the GM and in certain circumstances the Property Manager.

Team Structure

Based on-site at 78 St James’s Street, The AFM will report to and seek direction from the GM, taking guidance as appropriate. Working as ‘one-team’, the AFM will work closely with the onsite team of service partners to ensure a seamless experience to occupiers. They will also work in several client focused “virtual teams” within JLL, such as Asset and Property Managers, Surveying Executives and Client Accountants.  They may have some contact with the client.

Main Duties and Responsibilities

Client Service

To understand the client’s objectives and instructions in relation to the building

Assist the GM in client reporting with regards to on-site facilities services

Facilities Management

Ensure that on-site management of the property is undertaken in accordance with relevant best practice manuals

Liaise with occupier representatives, referring matters to subject matter experts and escalating to senior management  if the are unable to be resolved at local level

Regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building, in support of the GM of any occupier matters that may influence property valuation/investment

Will be in the call rota to attend the building during emergencies, ensuring that adequate provision is made for emergency and out of hours cover using the JLL out of hours point of contact

Under the guidance of the GM, be involved in the setting and controlling of service charge budgets, quarterly variance reporting and reconciliation to agreed accounting practices

To assist the GM in the procurement of all supplies and service at the property in accordance with the JLL Ltd  procurement programme. This will include the use of accredited Contactors only, usually based on framework agreements and JLL Ltd’s purchase ordering systems as well as the monitoring of service partner performance against agreed standards

To support the GM in the building’s Environmental, Social and Governance activities

Assist with implementing the use of technology to manage efficiencies within the building

To assist the GM in the management of the building’s hard services such as building plant and equipment

To assist the GM in the management of the building’s soft services such as front of house, security and cleaning

Under the supervision of the GM, implement minor works, subject to a predetermined budget, controlling all routine expenditure

Help prepare site regulations and issues permits for work for all contractor activities onsite

To maintain, test and implement disaster planning procedures to cover all emergencies

Organise and co-ordinate fire evacuation and bomb drills

Establish and maintain proper site records in accordance with best practice guidelines

Assist in the development and maintenance of the occupier handbook

To assist in the monitoring of vacant/void space in conjunction with the clients’ insurance policy

Carry out inspections to the property as required by the GM

Community and Events Management

Working with the GM, act as the lead contact and coordinator for the building occupier engagement marketing, communication and events

Working closely with the building Food & Beverage (F&B) teams in the delivery of building marketing, communication and events

Supporting the control and management of the budget assigned to events for each service charge year and where possible, raise external revenue through events activities

Assist with implementing the use of technology in the delivery of the community strategy such as the building Occupier Engagement App (Smartspaces)

Collate appropriate documentation for each event including Event Management Plans, Risk Assessments, and License documents, ensuring all events adhere to health & safety and licensing policies

Engage and negotiate with potential commercial partners for events, pop-ups, and filming opportunities

Support occupier customer feedback programmes and surveys, using feedback to inform strategy

Maintain confidentiality of all appropriate communications and documentation

Key Stakeholders

CBRE Investors (Asset Manager)

Property and Facilities Management team (JLL)

Occupiers

Third party agencies and service partners

External marketing, event, creative and communication agencies

Local community groups and charities

Knowledge, Skills and Experience

Essential Experience

At least 2 years-experience in facilities management or property administration

Knowledge of health and safety processes

Previous experience in marketing and events environment, at Assistant or Executive level, either agency or client side

Essential Skills

Strong interpersonal, verbal, and written communication skills

Exceptional organisational and multi-tasking skills

Advanced Microsoft Office skills

Strong time management and prioritisation abilities

Excellent eye for detail and strong ownership mindset

Ability to work under pressure and without supervision

Desirable Experience & Attributes

IOSH Managing Safely or an equivalent qualification

Vantify or similar CAFM system

Previous experience in marketing and events environment either agency or client side, for a prestigious city centre office

Understanding of wellbeing programmes

Interest in sustainability

Willingness to grow through IOSH/IWFM development

Location:

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email EMEATA@jll.com or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process.   Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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